TeamSnap Tips for Coaches

Westwood Youth Soccer uses the TeamSnap (TS) app for all of our teams to help coaches and families streamline team communications about practices, games, player availability, and other team activities and general updates.

TeamSnap is available on all mobile devices, as well as on the web. The interface on the web is highly recommended for coaches during season set up as it is easier to see the acceptance status of player invites as well as schedule upcoming events or assign treat duties vs. on the app. Be sure to download the most recent copy of the TeamSnap app each season.

Here are some season management tips for Coaches.

Head Coaches (Team Owners) Need to Add Manager Access for Assistant Coaches

The first step here is to accept your TS invite as a coach/non-player.

If you are the head coach but do not yet see your team, that means that you have not accepted your own TS invite to be a coach for your team. Team owners cannot be marked in the system until AFTER they have accepted their TS invite as a coach.

All Assistant Coaches then should be assigned Team Manager access by their Team Owner (head coach). This allows all team coaches to access the team management functions.

• Team Owners should go to the team Roster tab - This can only be done in the computer version and does not work in the app.

• Scroll down to the Non-Player section

• Click the Edit button in the Assistant Coach's row

• Check off the box in their Member Info section to: Make this person a manager

Team Schedules

Head coaches in Grades 3-8 who are coaching a BAYS team need to input their team game schedules and practice schedules. 

NOTE: Travel team coaches should always have your team parents subscribe directly to the Sync to calendar feature on your team page on the BAYS website. That function is dynamic, but the TeamSnap schedule that you upload is static, and you will have to update it manually whenever you receive a game change notification from the BAYS website.

• Click HERE for instructions on easy way for Head Coaches to download their BAYS game schedule and then Upload that file into TeamSnap to automatically create their game schedule events. 

• Coaches need to add their Practice schedules into TeamSnap for their team.

Schedules for Grade K-2 teams will be populated by WYS within TeamSnap.

Oranges/Snack Assignments

This is a quick and easy way to make sure that game orange/snack assignments are well managed.

• Tap team name

• Tap Schedule icon

• Tap the desired game or event

• Scroll over to the Assignments Tab near the top

• Click Add Assignment for the individual responsible for that game.

• Tap Save 

Team Chat

Many coaches find the Team Chat/Messages feature in TeamSnap to be a useful way to communicate with the team. However that only works if parents are all engaged with team on TeamSnap.

Account Management / Adding Family Member Access

Every season, player families and individual coaches are emailed TeamSnap invites to join their new assigned teams. Some invites do not get accepted the first time.

ALL TS invites must be accepted separately for each of the accounts/roles to get activated. 

Coaches should log into TeamSnap on a computer (much better initial team management capability online vs. in the app) to look at their team roster and resend invitations to the families of the players who have not yet Accepted their TeamSnap invitation. Those families are clearly labeled with a Green button saying Resend Invitation. This should be done until everyone on the team has accepted their invitation.

If they have not downloaded the TeamSnap app, that will be part of the invite process.

TS accounts are set up initially linked only to the person listed as the primary parent/guardian in the WYS registration system. However, it is easy for that person to ADD other people to receive team communications. All families are told in the initial invite how to do this, but they may need to be redirected to do it for themselves if they reach out to you.

Tell them to just click on the Edit button in their player’s account. Then scroll all the way down to Contact Information and click the green + Add Family Member button and enter the other person’s contact information to receive team communications.

Parents should also be directed to fill out their player's availability for games and practices.

Player Availability

Here are instruction to provide to your parents to fill in their player's availability for games and practices.

1. Navigate to the correct team on the mobile app by clicking Team at the top

2. Tap on Schedule

3. Tap on an Event/Game to view schedule details

4. Tap on Availability (next to Details)

5. Tap the availability option you would like to set (Going / Maybe / No) 

   1. Setting all future unmarked availability is only available on the web version of TeamSnap

6. Optional: Tap + Add Note to add a message to your availability status

Troubleshooting

If parents say that they are having trouble accessing the team the first item to check is whether or not they have accepted their player's TeamSnap invitation for the season. If not, Resend the TeamSnap invitation from TeamSnap on a web browser.

If that is not the issue, then tell them to:

1. Delete the TeamSnap app from their phone. 

2. Turn off their device

3. Restart their device

4. Reinstall TeamSnap

5. Log back in.